Agenda community services committee 15 february 2016 by Devonport City Council

NOTICE OF MEETING Notice is hereby given that a Community Services Committee meeting of the Devonport City Council will be held in the Council Chambers, on Monday 15 February 2016, commencing at 6:00pm. The meeting will be open to the public at 6:00pm. QUALIFIED PERSONS In accordance with Section 65 of the Local Government Act 1993, I confirm that the reports in this agenda contain advice, information and recommendations given by a person who has the qualifications or experience necessary to give such advice, information or recommendation.

Paul West GENERAL MANAGER 10 February 2016

AGENDA FOR A MEETING OF THE COMMUNITY SERVICES COMMITTEE OF DEVONPORT CITY COUNCIL HELD ON MONDAY 15 FEBRUARY 2016 AT THE COUNCIL CHAMBERS AT 6:00PM Item

Page No.

1.0

APOLOGIES ............................................................................................... 1

2.0

DECLARATIONS OF INTEREST ........................................................................ 1

3.0

PROCEDURAL............................................................................................. 2

3.1

PUBLIC QUESTION TIME ...................................................................................................................... 2

3.1.1

Questions on notice from the public ........................................................................................... 3

3.1.2

Question without notice from the public .................................................................................... 3

3.2

QUESTIONS ON NOTICE FROM ALDERMEN .............................................................................................. 3

4.0

COMMUNITY SERVICES REPORTS .................................................................. 4

4.1

Devonport Gymnastics Club (D376304) ...................................................................................... 4

4.2

Minutes of the Sport and Recreation Strategic Special Committee Meeting (D400871) ........................................................................................................................................ 28

4.3

Minutes of the Community Development Strategic Special Committee Meeting (D400874) ........................................................................................................................................ 33

4.4

Minutes of the Arts Culture and Tourism Strategic Special Committee Meeting (D400875) ........................................................................................................................................ 39

4.5

Proposed Lease of Council Land to Optus Pty Ltd for Telecommunications Tower at Devonport Oval (D401032) ..................................................................................................... 44

4.6

Christmas and New Years Eve events review (D404927)........................................................ 47

4.7

Sponsorship Policy (D405279) ...................................................................................................... 52

4.8

Mersey Community Care - Request for Financial Assistance (D405802) ............................. 58

4.9

Community Services Report - February 2016 (D403956) ......................................................... 62

5.0

CLOSED SESSION - CONFIDENTIAL MATTERS ................................................ 73 Out Of Closed Session .................................................................................. 73

6.0

CLOSURE ................................................................................................ 73

PAGE 1 Community Services Committee meeting Agenda 15 February 2016

Agenda of a meeting of the Devonport City Council’s Community Services Committee to be held at the Council Chambers, Fenton Way, Devonport on Monday 15 February 2016 commencing at 6:00pm. PRESENT Present Chairman

Apology

Ald A L Rockliff Ald G F Goodwin Ald A J Jarman Ald J T Keay Ald L M Laycock Ald S L Martin

IN ATTENDANCE All persons in attendance are advised that it is Council policy to record Council Meetings, in accordance with Council’s Audio Recording Policy. The audio recording of this meeting will be made available to the public on Council’s website for a minimum period of six months. Members of the public in attendance at the meeting who do not wish for their words to be recorded and/or published on the website, should contact a relevant Council Officer and advise of their wishes prior to the start of the meeting.

1.0

APOLOGIES

2.0

DECLARATIONS OF INTEREST

PAGE 2 Community Services Committee meeting Agenda 15 February 2016

3.0

PROCEDURAL

3.1

PUBLIC QUESTION TIME

Members of the public are invited to ask questions in accordance with the following resolution of Council (Min Ref 5824): 1.

Public participation shall take place at Council meetings in accordance with Regulation 31 of the Local Government (meeting Procedures) Regulations 2005.

Public participation will be the first agenda item following the formal motions regarding Leave of Absence, Apologies, Minutes and Declarations of Interest.

A maximum period of time of 30 minutes in total will be allowed for public participation.

A maximum period of time of 3 minutes will be allowed for each individual.

A member of the public may give written notice to the General Manager 7 days before an ordinary meeting of Council of a question to be asked at that meeting.

A member of the public will be entitled to ask questions relating to the activities of Council, giving an explanation that is necessary to give background to the question and ask supplementary or follow up questions relating to that specific matter that may come to light as a result of the answer.

Questions do not have to be lodged prior to the meeting, whether verbal or in writing. If a verbal response cannot be given or if specifically a written response is required, the question must be reduced to writing and be submitted to the Chairperson prior to the end of the public section of the meeting.

A question by any member of the public and an answer to that question are not to be debated.

The Chairperson may a.

Address questions on notice submitted by members of the public;

Refuse to accept a question.

10.

If the Chairperson refuses to accept a question, the Chairperson is to give reason for doing so.

11.

Verbal questions and the fact that a verbal response was supplied will be recorded in the minutes and where a written question is submitted the written question will be included in the minutes as well as any written answer or summary of that answer to that question.

12.

Council will continue its current practice of receiving deputations from organisations and individuals who wish to make submissions to Council at informal workshop sessions held between Council meetings. The date and purpose of any workshop sessions will be listed in the next agenda. Where necessary, reports of those deputations will be included in future agendas for Council to make a decision.

PAGE 3 Community Services Committee meeting Agenda 15 February 2016

3.1.1

Questions on notice from the public At the time of compilation of the agenda no questions on notice from the public were received.

3.1.2

Question without notice from the public

3.2

QUESTIONS ON NOTICE FROM ALDERMEN

At the time of compilation of the agenda no questions on notice from Aldermen were received.

PAGE 4 Report to Community Services Committee meeting on 15 February 2016

4.0

COMMUNITY SERVICES REPORTS

4.1

DEVONPORT GYMNASTICS CLUB File: 30161 D376304

RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.3.4

Ensure effective committees

administration

and

operation

Council’s

SUMMARY This report is provided to assist Council in considering a request from the Devonport Gymnastics Club (DGC) for assistance to establish a new regional facility.

BACKGROUND For many years the Devonport Gymnastics Club (DGC) has occupied one half of a building located at the Devonport Recreation Centre precinct; the other half of the building is occupied by The Playhouse. The DGC has indicated that they have reached capacity in terms of participation and the current facility does not meet the standards of Gymnastics Australia (GA). Lack of floor space is the primary issue and competitors run/take off distances do not comply with standards. This is a safety issue for both competitors and spectators. Inadequate lighting, ceiling height and competitor/spectators facilities are also below standard. In the past, the DGC has tried to secure an alternate building in Devonport that meets their needs, in particular the height space, but has not been successful. The cost to rent a building that has the required specifications is in the vicinity of $50,000 per annum, which is out of the Club’s financial reach. The DGC have identified a parcel of land in the Maidstone Park precinct where they believe a new clubhouse could be erected and submitted a proposal under the 2014/2015 Strategic Sports Infrastructure Projects Program for Council consideration in early 2015. At its meeting held 15 June, 2015, the Community Services Committee determined (CSC 11/15 refers): b)

seek a detailed Officer’s report on the request from the Devonport Gymnastics Club relating to a new building/clubhouse for consideration and potential inclusion in Council’s long term asset and financial plans.

The DGC seek Council support by way of identifying and leasing a parcel of land at an annual peppercorn amount of $1 per annum where they can construct a new regional facility. Once the facility is built, the DGC propose that the lease would then operate in accordance with Council policies.

STATUTORY REQUIREMENTS There are no specific statutory requirements related with this report. Appropriate planning and building legislation will be applicable at later stages of the project.

DISCUSSION In its application to Council for assistance under the 2014/2015 Strategic Sports Infrastructure Projects Program, the club indicated: ITEM 4.1

PAGE 5 Report to Community Services Committee meeting on 15 February 2016

“The club must adhere to GA standards in regards to facilities, equipment and safety. The current premises do not allow the club to meet the standards necessary to achieve a rating above level 1. For the club to grow and be viable in the future it is necessary to obtain a minimum level 3 rating or above. There is also a gap on the North West Coast in regards to competitive trampoline classes. DGC has a competitive sized trampoline but lack of space only allows for it to be brought out on special occasions i.e. holiday programs. DGC currently offers a variety of programs including Kinder Gym, Women's Artistic Gymnastics, Men's Artistic Gymnastics, Recreational Programs and Parkour. The aim of the club is to be a thriving organisation that provides grassroots and competitive gymnastics in order to help each member achieve the very best that they possibly can, and to grow Gymnastics on the North West Coast. The club has a committed group of coaches, parents and committee members who want to see the club grow to its full potential; a club that is inclusive to all participants and that can provide opportunities for varying user groups into the future. Construction of a new regional facility would enable the club to deliver a greater variety of programs in a safe, modern environment, which in turn would provide improved opportunities for members. It would also enable a wider demographic to utilise the premises and benefit from participating in gymnastics. Any new premises would include a spectator viewing area, office, canteen and change rooms. The gymnastics area would be large enough to house the necessary equipment, a full size gymnastic floor, vaulting area, foam pits and a trampoline area. The development of a multi-use regional facility would increase greater opportunities for disabled users, carers, and community groups and schools. And whilst the younger members of the community stand to benefit most from the facility, it could also be opened up to nursing homes to provide such programs as Tai Chi, yoga and gentle programs for the elderly under certified instructors. Development of a larger facility would also enable the club to hold local, regional and state-wide competitions and displays, which is likely to encourage competitors and spectators from all over the State and in turn benefit local businesses and the community in general. A regional facility requires a minimum of 1,200m² floor space to cater for training and competition. In addition there is a requirement for office space, storage and amenities.” Gymnastics Tasmania provides clubs with a Facility Hierarchy Guide (see Attachment 1, pages15-17). A copy of page 15 is reproduced below for Council’s information. “Gymnastics Tasmania Facility Hierarchy Gymnastics Tasmania has developed a facility development hierarchy to ensure a facility coming into being that might not be viable or in the best location and is ultimately detrimental to other agreed priorities. Tasmania requires a mix of facilities to service the various gymnastic disciplines and levels of provision. State - facilities that typically serve the whole State, occur in a location that has the population and the market the venue needs to attract to be viable. They have built ITEM 4.1

PAGE 6 Report to Community Services Committee meeting on 15 February 2016

features of a high standard that are seen as the best in the state. Where possible these would be developed to meet the requirements of national or international level events in order to attract interstate and potentially, overseas users. Regional - facilities that typically attract participants and spectators from across a region or a number of councils, are of a high standard and large enough to need a substantial market to remain viable. In the Tasmanian context these regions are considered to be the South, North, and North West. District - facilities that typically attract participants from districts, or one or more local Council areas and are of a good quality and can support more specialised uses. Local - facilities that typically are small in size and only support participants in a town, suburb or neighbourhood, are usable and appealing but typically not of a high standard and are used by local clubs to provide training and 'local competitions'. The proposed Devonport Gymnastics facility would ideally be built to the standards of a Regional Facility.” Preliminary discussions regarding the possible relocation of the DGC to the Maidstone Park Precinct were held with members of the DGC, President of the Maidstone Park Management Controlling Authority (MPMCA) and Council’s Sport & Recreation Development Coordinator at an on-site meeting held 10 July 2015. Attachment 1 highlights the proposed building site discussed at that meeting. The zoning of the land is “Recreational” and sport and recreation is a permitted use. A fixed term lease is considered the most practical option for this proposal to ensure the land is not leased indefinitely without any construction. A two year term would be satisfactory to allow appropriate time for funding submissions to be submitted and assessed. Council has not finalised a Recreation Master Plan, however in 2011 a draft Recreation Master Plan for Maidstone Park was developed and the land in question was identified as a possible dog exercise area and not required for any major development proposal. With the dog exercise area now being constructed adjacent to Splash Aquatic Centre, this land has no planned future purpose. The Club’s Mission Statement/Strategic Plan are attached (Attachment 2), the Floor Plan/Estimate is also attached (Attachment 3).

COMMUNITY ENGAGEMENT Nearby property owners have not yet been consulted, however the project would be advertised as part of any planning application process. In principal support for the project has been received from both the Maidstone Park Management Controlling Authority (see Attachments 4 and 5) and the Strategic Sport and Recreation Special Committee. Kate Beer, Coordinator of The Playhouse has indicated that if the DGC was to relocate, The Playhouse would seek Council approval to occupy the entire current building at the Devonport Recreation Centre.

FINANCIAL IMPLICATIONS Operating and Capital impact A floor plan and an estimated cost to construct the facility has been provided by Axle Holdings Pty Ltd. The estimate of $600,000 has been calculated based on a site visit to a similar facility by the builder and members of the DGC and after discussions with ITEM 4.1

PAGE 7 Report to Community Services Committee meeting on 15 February 2016

contractors and suppliers. The DGC will seek funding for the project through State and Federal Governments, and are not seeking any Council contribution towards capital costs of a new building. It is the DGC’s belief that entering into a lease agreement with Council for land will allow the Club to submit funding applications to various organisations including State and Federal Government. The estimate provided appears low for a regional facility and alternate estimates have not been sought. There is some doubt whether a regional facility could be delivered as per specifications and requirements for the quoted price. In its application to Council, the Club indicated that it would contribute $50,000 towards the project. There is no indication or request for Council to provide any financial contribution towards the project. Several factors may impact on the cost to construct the facility. Parking requirements and a traffic management plan will form part of the planning approval process and given the area has been used as land fill, soil testing will be required. These factors have not been included in the cost estimate. If Council resolved to support the DGC by leasing land, the impact on Council’s operational budget would be minimal. There would be no impact on Council’s capital budget as the facility would be owned by the DGC.

RISK IMPLICATIONS There are minimal risks relating to assets and property infrastructure as the facility would be owned and maintained by the DGC. Consultation has commenced with stakeholders, Management Controlling Authority and The Playhouse.

namely

the

Maidstone

Park

CONCLUSION The Club’s current facility is not viable in the long term and the Club’s concerns appear justified. For the Club to seek external funding for the project, it must first acquire a site. This proposed site is practical and requires limited future input from Council for development of the facility.

ATTACHMENTS 1.

Devonport Gymnastics Club Proposed Site Plan

Devonport Gymnastics Club Strategic Plan and Supporting Documents

Floor Plan and Quote for New Facility

Letter from Devonport Gymnastics Club to Maidstone Park Management Controlling Authority 29 July 2015

Letter from Maidstone Park Management Controlling Authority to Devonport Gymnastics Club 24 August 2015

ITEM 4.1

PAGE 8 Report to Community Services Committee meeting on 15 February 2016

RECOMMENDATION That it be recommended to Council that it agrees to lease an area of land in Bay Drive to the Devonport Gymnastics Club for the purpose of building a new regional gymnastics centre subject to: 1.

the Club acknowledging that Councilâ&#x20AC;&#x2122;s financial commitment to the project will be limited to the provision of land at Maidstone Park;

funding for the construction of the facility be provided by the Devonport Gymnastics Club (which may include Government Grants, Donations, etc.);

the Club successfully obtains appropriate planning and building approvals for the project; and

the term of the lease commence at two years with no extension if the project does not substantially proceed during that time

Author: Position:

Fabio Pizzirani Sport & Recreation Coordinator

Development

Endorsed By: Position:

ITEM 4.1

Shane Crawford Executive Manager Corporate, Community & Business Services

PAGE 9 Devonport Gymnastics Club Proposed Site Plan

ATTACHMENT [1]

ITEM 4.1

PAGE 10 Devonport Gymnastics Club Strategic Plan and Supporting Documents

ITEM 4.1

ATTACHMENT [2]

PAGE 11 Devonport Gymnastics Club Strategic Plan and Supporting Documents

ITEM 4.1

ATTACHMENT [2]

PAGE 12 Devonport Gymnastics Club Strategic Plan and Supporting Documents

ITEM 4.1

ATTACHMENT [2]

PAGE 13 Devonport Gymnastics Club Strategic Plan and Supporting Documents

ITEM 4.1

ATTACHMENT [2]

PAGE 14 Devonport Gymnastics Club Strategic Plan and Supporting Documents

ITEM 4.1

ATTACHMENT [2]

PAGE 15 Devonport Gymnastics Club Strategic Plan and Supporting Documents

ITEM 4.1

ATTACHMENT [2]

PAGE 16 Devonport Gymnastics Club Strategic Plan and Supporting Documents

ITEM 4.1

ATTACHMENT [2]

PAGE 17 Devonport Gymnastics Club Strategic Plan and Supporting Documents

ITEM 4.1

ATTACHMENT [2]

PAGE 18 Devonport Gymnastics Club Strategic Plan and Supporting Documents

ITEM 4.1

ATTACHMENT [2]

PAGE 19 Devonport Gymnastics Club Strategic Plan and Supporting Documents

ITEM 4.1

ATTACHMENT [2]

PAGE 20 Devonport Gymnastics Club Strategic Plan and Supporting Documents

ITEM 4.1

ATTACHMENT [2]

PAGE 21 Devonport Gymnastics Club Strategic Plan and Supporting Documents

ITEM 4.1

ATTACHMENT [2]

PAGE 22 Devonport Gymnastics Club Strategic Plan and Supporting Documents

ITEM 4.1

ATTACHMENT [2]

PAGE 23 Devonport Gymnastics Club Strategic Plan and Supporting Documents

ITEM 4.1

ATTACHMENT [2]

PAGE 24 Floor Plan and Quote for New Facility

ATTACHMENT [3]

ITEM 4.1

PAGE 25 Floor Plan and Quote for New Facility

ATTACHMENT [3]

ITEM 4.1

PAGE 26 Letter from Devonport Gymnastics Club to Maidstone Park Management Controlling Authority 29 July 2015

ITEM 4.1

ATTACHMENT [4]

PAGE 27 Letter from Maidstone Park Management Controlling Authority to Devonport Gymnastics Club 24 August 2015

ITEM 4.1

ATTACHMENT [5]

PAGE 28 Report to Community Services Committee meeting on 15 February 2016

4.2

MINUTES OF THE SPORT AND RECREATION STRATEGIC SPECIAL COMMITTEE MEETING File: 30161 D400871

RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.3.4

Ensure effective committees

administration

and

operation

Council’s

SUMMARY To present the Minutes of the Sport and Recreation Strategic Special Committee (SRSSC). This Committee provides the conduit between a number of local sporting organisations and Council.

BACKGROUND Council has formed three Strategic Special Committees namely the Community Development, Arts, Culture and Tourism, and Sport and Recreation Committees. These Committees include representatives from the community together with three Aldermen.

STATUTORY REQUIREMENTS Under Section 24 of the Local Government Act, 1993, a Council may establish Special Committees on such terms and for such purposes as it thinks fit.

DISCUSSION Key points discussed during the meeting included: 

Committee to develop a long term plan for Council’s Sporting Facilities, commencing with the Devonport Oval.



The results of the community engagement regarding Lighting upgrades at Byard Park and subsequent decision of Council not to proceed with lighting at this stage.



Committee reviewed Sporting Facility Infrastructure listed in the five year capital works program and recommended some alterations to the program



Committee briefed on future sporting events held in the Devonport region.

There was one recommendation arising out of the meeting which requires consideration by Council. The Sport and Recreation Strategic Special Committee (SRSSC) recommends that Council consider including provision in the 2016-2017 Capital Budget for; 

Byard Park Shade Structures (from FUTURE Public Open Space & Recreation Prioritisation Projects to 2016-2017 Safety Projects). This project is subject to a successful funding application for $80K through the Sport & Recreation Tasmania Major Grant Program;



Devonport Recreation Centre Paving and Landscaping in front of Youth Centre (from FUTURE to 2016-2017 Safety Projects). Change cost allocation from $13K to $20K as the project was costed several years ago;



Devonport Recreation Centre upgrade facilities (new project) $69k – 2016-2017 Prioritisation Projects; and

There is seen a need to upgrade some of the facilities at the Devonport Recreation Centre. The provision for $69,000 includes the following tasks: ITEM 4.2

PAGE 29 Report to Community Services Committee meeting on 15 February 2016



upgrade staff kitchen/kiosk upstairs in Squash Building



upgrade meeting room



upgrade the Kitchen/Washing Room



upgrade and improve the Store Room



upgrade change rooms



Complete the painting of external walls of DRC buildings which is partially completed



Replace the existing coin dispensing machines with newer models with greater coin options

Provision for the Lovett Street Soccer Centre Road/Car Park resealing at $60K and Maidstone Park Car Park/Road sealing at $55K which are scheduled in the five year capital works program for completion in the 2016/17 financial year were recommended to proceed. The associated cost estimates will be reviewed as per normal Council budgeting practices prior to being submitted to the budget for consideration.

FINANCIAL IMPLICATIONS There are no financial implications which relate to this report.

RISK IMPLICATIONS There are no risk implications which relate to this report.

CONCLUSION The minutes of the Sport and Recreation Strategic Special Committee are provided for Council’s consideration. 1.

ATTACHMENTS

Unconfirmed Minutes of the Sport and Recreation Strategic Special Committee Meeting 27 January 2016

RECOMMENDATION That it be recommended to Council that; 1)

the minutes of the Sport and Recreation Strategic Special Committee be received and noted; and

that Council consider including provision in the 2016-2017 Capital Budget for: 

ITEM 4.2

PAGE 30 Report to Community Services Committee meeting on 15 February 2016



Devonport Recreation Centre upgrade facilities (new project) $69K – 2016-2017 Prioritisation Projects; and

Author: Position:

Stuart Jones Marketing, Tourism and Recreation Manager

Endorsed By: Position:

ITEM 4.2

Shane Crawford Executive Manager Corporate, Community & Business Services

PAGE 31 Unconfirmed Minutes of the Sport and Recreation Strategic Special Committee Meeting 27 January 2016

ITEM 4.2

ATTACHMENT [1]

PAGE 32 Unconfirmed Minutes of the Sport and Recreation Strategic Special Committee Meeting 27 January 2016

ITEM 4.2

ATTACHMENT [1]

PAGE 33 Report to Community Services Committee meeting on 15 February 2016

4.3

MINUTES OF THE COMMUNITY DEVELOPMENT STRATEGIC SPECIAL COMMITTEE MEETING File: 30162 D400874

RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.3.4

Ensure effective committees

administration

and

operation

Council’s

SUMMARY To present the minutes of the Community Development Strategic Special Committee. This Committee provides the conduit between a number of Special Interest Groups and Council.

BACKGROUND Council has formed three Strategic Special Committees namely the Community Development, Arts, Culture and Tourism, and Sport and Recreation committees. These Committees include representatives from the community together with three Aldermen.

STATUTORY REQUIREMENTS Under Section 24 of the Local Government Act, 1993, a Council may establish Special Committees on such terms and for such purpose as it thinks fit.

DISCUSSION The actions of the following Special Interest Groups were received and noted by the Community Development Strategic Special Committee: 

Building Families



Community Safety



Devonport Sister Cities Association



East Devonport



Learning Communities

The Community Development Strategic Committee recommends that Council consider reallocating the $80,000 Capital Budget item for Mall Play Equipment to partial funding of the East Devonport Bike Safety Park at Pioneer Park. This recommendation originated in the Building Families Special Interest Group following an update on the purchase of playground equipment for the Rooke Street Mall. The group believes the playground equipment may not eventuate for some time and suggested that the funds be allocated to projects that would benefit families which can commence immediately, such as the planned Bike Safety Park or to place a fence around the playground at the Bluff. The Council has previously considered both the playground equipment and the proposed bike safety park. In relation to the Bike Safety Park Council determined (Min CSC32/15 refers): That it be recommended to Council that the report of the Community and Cultural Development Manager regarding the East Devonport bike safety park be received ITEM 4.3

PAGE 34 Report to Community Services Committee meeting on 15 February 2016

and noted and Council endorse the project as a priority for external grant application funding and possible future capital works funding. In relation to the Mall Playground the current adopted position of Council is (Min 213/15 refers): That Council receive the report from the Infrastructure and Works Manager regarding the installation of play equipment in the Rooke Street Mall and: a)

note the feedback from the Building Families Special Interest Group;

agree to progress the submission received from Imagination Play for the purchase and installation of silhouette urban play equipment up to a cost of $80,000; and

note the anticipated supply period is 12 weeks from placement of order.

At this stage the order has not been placed for the equipment due to concerns discussed with Aldermen at a Council Workshop in early December. To now determine that the Council not proceed with the Mall Playground Equipment and transfer the capital funding allocated for this project to the Bike Safety Park will require an absolute majority decision essentially overturning its previous resolution. An alternative that Council may consider is to refer both items for further consideration during the 2016/17 budget deliberations. This would allow Council to determine whether the Bike Safety Park is the highest priority for funding at this time rather than making a potentially uninformed decision.

COMMUNITY ENGAGEMENT Committees allow Council to engage with the community at a level of collaboration. This means the public are partners in decision-making including the development of alternatives and identifying the preferred solution. There has been no consultation undertaken in relation to redirecting the budget allocation from Mall Playground Equipment to a Bike Safety Park.

FINANCIAL IMPLICATIONS Budget implications will be dependent on the option chosen and whether there is a desire to allocate funds to a Bike Safety park. The remaining funds for this project will then need to be sourced, preferably through grants and external funds.

RISK IMPLICATIONS There is some reputation risk that arises from altering previous decisions of Council.

CONCLUSION The minutes of the Strategic Special Committees are provided for Councilâ&#x20AC;&#x2122;s information and the recommendation arising from those minutes listed. Options are provided for Councilâ&#x20AC;&#x2122;s consideration.

ATTACHMENTS 1.

Unconfirmed Minutes of the Community Development Strategic Special Committee Meeting held 2 February 2016

ITEM 4.3

PAGE 35 Report to Community Services Committee meeting on 15 February 2016

RECOMMENDATION That it be recommended to Council that: Option 1 1.

The minutes of the Community Development Strategic Special Committee be received and noted;

Council by absolute majority overturn it previous decision and now determine not to proceed with the installation of Playground Equipment in the Rooke Street Mall; and

Council by absolute majority overturn its previous decision and now determine to provide the capital funding for the East Devonport Bike Safety Park by transferring the previous 2015/16 capital works allocation of $80,000 for the Mall Playground Equipment to this project.

Option 2 The minutes of the Community Development Strategic Special Committee be received and noted and that Council determine not to accept the advice for the reallocation of funding from the capital project for Mall Playground Equipment to the East Devonport Bike Safety Park at this time, instead referring both items for further consideration during the development of the 2016/17 capital works program.

Author: Position:

Brooke de Jong Community and Development Manager

Cultural

Endorsed By: Position:

ITEM 4.3

Shane Crawford Executive Manager Corporate, Community & Business Services

PAGE 36 Unconfirmed Minutes of the Community Development Strategic Special Committee Meeting held 2 February 2016

ITEM 4.3

ATTACHMENT [1]

PAGE 37 Unconfirmed Minutes of the Community Development Strategic Special Committee Meeting held 2 February 2016

ITEM 4.3

ATTACHMENT [1]

PAGE 38 Unconfirmed Minutes of the Community Development Strategic Special Committee Meeting held 2 February 2016

ITEM 4.3

ATTACHMENT [1]

PAGE 39 Report to Community Services Committee meeting on 15 February 2016

4.4

MINUTES OF THE ARTS CULTURE AND TOURISM STRATEGIC SPECIAL COMMITTEE MEETING File: 30157 D400875

RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.3.4

Ensure effective committees

administration

and

operation

Council’s

SUMMARY To present the minutes of the Arts, Culture and Tourism Strategic Special Committee. This Committee provides the conduit between a number of Special Interest Groups and Council.

STATUTORY REQUIREMENTS Under Section 24 of the Local Government Act, 1993, a Council may establish Special Committees on such terms and for such purpose as it thinks fit.

DISCUSSION The actions of the following Special Interest Groups were received and noted by the Arts, Culture and Tourism Strategic Special Committee: 

Devonport Maritime and Heritage



Devonport Regional Gallery



Public Art



Devonport Food and Wine Festival

There were no recommendations arising out of these meetings, or the Arts, Culture and Tourism Strategic Special Committee, which require consideration by Council.

FINANCIAL IMPLICATIONS There are no financial implications which relate to this report.

RISK IMPLICATIONS There are no risk implications which relate to this report.

CONCLUSION The minutes of the Strategic Special Committees are provided for Council’s information and there are no recommendations arising from those minutes. ITEM 4.4

PAGE 40 Report to Community Services Committee meeting on 15 February 2016

ATTACHMENTS 1.

Unconfirmed Minutes of the Arts Culture and Tourism Strategic Special Committee Meeting 28 January 2016

RECOMMENDATION That it be recommended to Council that the minutes of the Arts, Culture and Tourism Strategic Special Committee be received and noted.

Author: Position:

Brooke de Jong Community and Development Manager

Cultural

Endorsed By: Position:

ITEM 4.4

Shane Crawford Executive Manager Corporate, Community & Business Services

PAGE 41 Unconfirmed Minutes of the Arts Culture and Tourism Strategic Special Committee Meeting 28 January 2016

ITEM 4.4

ATTACHMENT [1]

PAGE 42 Unconfirmed Minutes of the Arts Culture and Tourism Strategic Special Committee Meeting 28 January 2016

ITEM 4.4

ATTACHMENT [1]

PAGE 43 Unconfirmed Minutes of the Arts Culture and Tourism Strategic Special Committee Meeting 28 January 2016

ITEM 4.4

ATTACHMENT [1]

PAGE 44 Report to Community Services Committee meeting on 15 February 2016

4.5

PROPOSED LEASE OF COUNCIL LAND TO OPTUS PTY LTD FOR TELECOMMUNICATIONS TOWER AT DEVONPORT OVAL File: 26758 D401032

RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 4.1.2

Enhance and increase the utilisation of sport and recreation facilities

SUMMARY To seek Council permission as owner of the land at Devonport Oval, 16-40 James Street, to enter discussions with Optus Pty Ltd and its representatives regarding the leasing of Council land for a Telecommunications tower.

BACKGROUND On 20 October 2011, Council received a planning application from Daly International Pty Ltd on behalf of Optus Pty Ltd, for the installation of a Mobile Network Monopole at Devonport Oval. At the conclusion of the 14 day public scrutiny period required by the Land Use Planning and Approvals Act 1993, no representations were received by Council. The application was approved subject to the condition that the use and development would proceed in accordance with the submitted plans and documents referenced as Optus Site – H8086B Devonport North by Daly International, dated October 2011. A draft lease was developed but was never finalised or endorsed by either party. In June 2012 Council officers received correspondence from Daly International stating: “At this stage as mentioned by Optus they have placed their current roll out of new sites “on hold”. Whilst we are unsure of the timing relating to the required review of facilities, we do not believe that any further action will occur during this calendar year. Once the review has been conducted a representative from Optus or Daly International will be in contact with you.” Council officers received correspondence in October 2015 requesting discussions on the proposed lease of Council land to Optus Mobile Pty Ltd at Devonport Oval recommence.

STATUTORY REQUIREMENTS The legislation relevant to this report is the Local Government Act 1993, the Land Use Planning and Approvals Act 1993 and the Devonport Interim Planning Scheme 2013. A planning application will be required should approval be granted to enter lease negotiations with Optus Pty Ltd.

ITEM 4.5

PAGE 45 Report to Community Services Committee meeting on 15 February 2016

DISCUSSION In October 2008 the Council approved the installation of six 33.5m high light towers around the perimeter of the bike track. These were installed prior to the 2008 Christmas carnivals. Each tower supports 21 lights.

In 2011 the applicant was seeking approval to remove one of the towers and replace it with a sturdier but similar monopole structure capable of having additional telecommunication equipment installed. The telecommunication portion requires the pole to be 40m high with the lights reinstalled to the same height. A 3m x 2.5m equipment shelter sits beside the base. The current discussions with Daly international on behalf of Optus Pty Ltd is seeking permission from Council to commence the same building application as proposed in 2011.

ITEM 4.5

PAGE 46 Report to Community Services Committee meeting on 15 February 2016

The technical components of the proposal will be provided in future planning applications, with the lease detailing specific information relating to location, access, permitted use, terms of the lease and rental fees.

COMMUNITY ENGAGEMENT Council officers have discussed the proposal to lease land for a Telecommunications tower with the key stakeholders and user groups of Devonport Oval. The concept and proposal has also been discussed at the Sport and Recreation Strategic Special Committee. Preliminary information provided by Daly International Pty Ltd on behalf of Optus Pty Ltd, indicate that if approved, the development and installation work will be undertaken at a time that minimises the impact to user groups.

FINANCIAL IMPLICATIONS The cost to replace the monopole structure capable of having telecommunication equipment installed would be incurred by the applicant.

additional

Subject to planning approval, it is proposed that Council enter into a lease agreement with Optus Mobile Pty Ltd. It is projected the rental fee will be in the vicinity of $20,000 per annum.

RISK IMPLICATIONS ď&#x201A;ˇď&#x20AC;

Community /Reputation There is a risk that work undertaken on replacing the monopole structure may impact user groups if not completed on schedule.

CONCLUSION Given the history and planning application submitted in 2011 and that Council had previously agreed in principle to the concept of leasing land for a Telecommunications tower, it is recommended that the General Manager be authorised to negotiate an agreement with Optus Pty Ltd subject to planning approval.

ATTACHMENTS Nil

RECOMMENDATION That it be recommended to Council in relation to the proposal to lease land to Optus Pty Ltd for a telecommunications tower at the Devonport Oval that the General Manager be authorised to finalise a lease agreement subject to planning approval being obtained.

Author: Position:

Stuart Jones Marketing, Tourism and Recreation Manager

Endorsed By: Position:

ITEM 4.5

Shane Crawford Executive Manager Corporate, Community & Business Services

PAGE 47 Report to Community Services Committee meeting on 15 February 2016

4.6

CHRISTMAS AND NEW YEARS EVE EVENTS REVIEW File: 30308 D404927

RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 4.2.2

Cultural facilities and programs are well planned and promoted to increase accessibility and sustainability, active engagement and strong participation for the benefit of current and future generations

SUMMARY To provide Council with an update on Christmas events and SEA FM City of Devonport Skyfire 2015.

BACKGROUND Devonport City Council implements a suite of events for the community, including the Christmas Parade and New Year’s Eve events. Council has executed the Devonport Christmas Parade since 2011, and provided assistance to Devonport APEX Club for a number of years before being requested to run the event. Council has also run the New Year’s Eve Lantern Dreams Festival since 2011, with the event being renamed the Sea FM City of Devonport Skyfire in 2015. Council have also played a significant role in the execution of Carols by Candlelight, providing a Musical Director since 2012. The Christmas tree light up concert ceased in 2012, and the Christmas Tree Dedication ceased in 2013, however Council continues to support the retail sector and drive consumers to the shopping precincts through the marketing and implementation of promotional activities throughout the City in the lead up to Christmas.

STATUTORY REQUIREMENTS There are no statutory requirements which relate to this report.

DISCUSSION Christmas Parade The Devonport Christmas Parade was held on Friday 5 December. The Parade is held annually and attracted approximately 6,000 people along the parade route. The parade commenced at Victoria Parade, heading up Oldaker Street, along William Street, down Best Street, then turning into Rooke Street before finishing at Roundhouse Park. The Christmas Parade signalled the start of the festive season which included retail activity in the Mall, East Devonport and Four Ways shopping precincts, and activity to drive consumers. A total of 49 floats participated in the parade including schools, sporting organisations, businesses, community groups, emergency services and media organisations. The 2015 Christmas parade attracted large crowd’s right along the parade route. Consumer and float feedback received from the event was positive. One of the recommendations from the Christmas parade debrief held with internal staff, police and SES, was to consider an alternative parade route for 2016. The current route has a number of challenges which would be alleviated by changing the route. These include impact to several large businesses, bus and taxi operations; closures to several major streets and car parks; safety issues surrounding traffic, parked vehicles and narrowed roads; an excessive ITEM 4.6

PAGE 48 Report to Community Services Committee meeting on 15 February 2016

number of volunteers needed for marshalling and road closure safety. Operations and SES are assessing the alternative route options. The alternative parade route would also provide opportunities for food vendors, entertainment and stallholders to participate in the event. The 2015 Christmas parade received minimal support from the retail sector, with limited number of shops, cafes and retail outlets extending trading hours. Tis the Season The Christmas parade is the commencement of ‘Tis the Season ‘, which promotes activity and generates interest in the retail precincts of the Mall, East Devonport and Four Ways. In 2015 the four week period leading up to Christmas saw a number of activities executed including; 

Spot the Santa (39 entries and 11 awards),



Busking program - comprising 8 busking groups programmed in the Mall during December. These included a soloist, duos, trios, the City of Devonport Brass Band and the Silver Singers (a group of people drawn from five aged care facilities).



Children’s Entertainment - additional activities in the Rooke Street Mall and Four ways including face painters, jumping castles and inflatable slides. All of these activities were free to the public.

Carols by Candlelight The 2015 Christmas Carols by Candlelight were held on Sunday 13 December, and attracted a crowd of approximately 3,000 people. Council’s Events Officer is currently the Musical Director of Devonport Carols by Candlelight under the terms of Council’s Heads of Agreement with the Carols by Candlelight committee (a subcommittee of Soroptimists International and Devonport Lions Club). The program was very well received, with very good numbers attending the annual event, held on the Mersey Foreshore. The program included 17 musical numbers, with local performers Crescendo Junior Choir, KC Studio of Dance, Alexandra Weeks, Relativity, Megan Burton, Ally & Kamil Douglas and members from Right On Cue. These featured performers were supported by the City of Devonport Brass Band and a community choir. New Year’s Eve SEAFM City of Devonport “Skyfire” A revamped New Year’s Eve, SEAFM City of Devonport Skyfire, attracted in excess of 8,000 people to Roundhouse Park. A revised event program included free admission, designated wet area, talent search, live band, and culminated in an impressive fireworks display. Several changes to the event allowed for free entry. A licensed wet area was available on site and families were invited to bring picnics down to the park to bring in the New Year. Children’s activities were used over one and a half thousand times. The activities, such as face painting, jumping castle, inflatable slide and the Lantern Garden were accessed via the purchase of tickets for $2. Tickets were sold by volunteers from the Devonport Lions Club. Other volunteers assisted children making lanterns and in general duties. Entertainment was a mix a recorded and live music. The two fireworks displays at 9.30pm and midnight were very well received. The earlier, family fireworks display was remarkably long, lasting well over 10 minutes. Just before the midnight fireworks, the winner of $1000 cash provided by SeaFm was announced.

ITEM 4.6

PAGE 49 Report to Community Services Committee meeting on 15 February 2016

ITEM 4.6

PAGE 50 Report to Community Services Committee meeting on 15 February 2016

2016 Christmas and New Year’s Eve planning Planning for the 2016 events is currently underway. The review of the 2015 events identified a number of components which will be considered for improvement in the planning for 2016. These components included: 

Consideration of alternative routes for the Christmas parade



Consideration of alternative promotional initiatives during ‘Tis the Season



Consideration of alternative location for New Year’s Eve event



Review of New Year’s Eve entertainment and program

It is anticipated that analysis and discussion on the above points will continue to improve the quality and delivery of these events in the future.

COMMUNITY ENGAGEMENT Council have worked collaboratively with the Devonport Chamber of Commerce and Industry, hospitality sector, tourism sector, service and sporting clubs, food vendors and the community in relation to the format and program for Christmas and New Year’s Eve events. The format and program of the 2015 SEAFM City of Devonport Skyfire was implemented with changes derived through vocal community feedback specifically relating to admission charges, designated “wet area “, layout and duration of event. Council will continue to seek community feedback on Christmas events and New Year’s Eve activities in 2016.

FINANCIAL IMPLICATIONS The operational budget for the Devonport Christmas Parade and ‘Tis the Season’ retail activity is $15,000 excluding any Council staffing costs. The overall net cost for the activities was $12,700. The majority of the expenditure for this event was in the form of advertising. ITEM 4.6

PAGE 51 Report to Community Services Committee meeting on 15 February 2016

The operational budget for the SEAFM City of Devonport Skyfire is $25,000 excluding any Council staffing costs. The overall net cost for the activity was $19,000.

RISK IMPLICATIONS 

Financial There is a financial risk for Council that the net cost of the event is heavily dependent upon sponsorship and donations for the use of face painters, lanterns and children’s entertainment.



Risk Management Practices There is a health and safety risk associated with the execution of fireworks, proximity to the river, and railway lines and use thereof.

CONCLUSION The Devonport Christmas parade, Christmas activities and New Year’s Eve events continue to be imperative for the community. The events will continue to evolve and a review of 2015 has highlighted a number of areas that may be considered as areas of improvement.

ATTACHMENTS Nil

RECOMMENDATION That it be recommended to Council that the report relating to Christmas events and New Year’s Eve be received and noted and that Council acknowledge changes to the operational delivery model of both events to potentially further reduce the financial impact on Council running these events and improve the consumer experience.

Author: Position:

Stuart Jones Marketing, Tourism and Recreation Manager

Endorsed By: Position:

ITEM 4.6

Shane Crawford Executive Manager Corporate, Community & Business Services

PAGE 52 Report to Community Services Committee meeting on 15 February 2016

4.7

SPONSORSHIP POLICY File: 29125 D405279

RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 4.1.1

Provide sport, recreation and leisure facilities and programs to meet the needs of the community

SUMMARY This report is provided to assist Council in adoption of a modified Sponsorship Policy.

BACKGROUND The sponsorship policy was adopted by Council on 27 July 2015. The purpose of the Sponsorship policy is to establish principles for sponsorship agreements entered into between Devonport City Council and other parties. The current Sponsorship policy does not make provision for naming rights sponsorship requests for Council owned ovals and reserves. This revised policy has been developed to provide the public, user groups and Council with clear direction around sponsorship agreements with Council, or user groups of Council owned facilities.

STATUTORY REQUIREMENTS There are no statutory requirements which relate to this report. Polices are drafted and reviewed based upon relevant legislation pertaining to the policy.

DISCUSSION The revised sponsorship policy has been drafted with review of neighbouring Council policies to ensure a level of consistency. The revised policy has made provision for naming rights of sports grounds to be considered, and provides guidelines relating to naming rights proposals. The former policy made no reference to naming rights, or guidelines on any proposed naming rights sponsorship. The new section 5 of the policy states: Applications for naming rights will be considered under the following conditions:  The naming rights are limited to sports grounds only (i.e. ovals, pitches, and playing surfaces) or a specific area/portion within a reserve, but not the entire reserve and must be in the form “(VENUE) PROUDLY SPONSORED BY (SPONSORS NAME)” or “(VENUE) SPONSORED BY(SPONSORS NAME)”; 

The term of the sponsorship (i.e. naming) agreement is limited to the term of the club’s licence, lease or agreement over the community venue;



The proposed name of the sports ground is not in any way offensive or discriminatory; and



The community venue ground is only referred to the ‘sponsored name’ in club, association, competition or league promotions and marketing. Community venue naming rights remain vested with the Devonport Council as venue owner and manager. ITEM 4.7

PAGE 53 Report to Community Services Committee meeting on 15 February 2016

Council names for the reserve, pavilion and any other public building will prevail in public documents e.g. Council reports, engineering / road plans, directories, web‐sites etc. A copy of the proposed naming rights sponsorship agreement is to be submitted as part of the approval process. Council will detail in writing the scope of the agreement with organisations seeking naming rights sponsorship. Not all applications for naming rights will be approved. Upon approval, the organisation/club will be permitted to install a single information sign that complies with the current Devonport City Council planning scheme.

COMMUNITY ENGAGEMENT There has been no community engagement undertaken as a result of this report.

FINANCIAL IMPLICATIONS There are no financial implications as a result of this report.

RISK IMPLICATIONS Without policies in place, Council undertakes the risk of inconsistency and ineffective management and oversight of legislation and matters that affect its operations and the community. Likewise, out of date or defunct policies poise a rrisk to Council’s performance and operations, particularly if not aligned with current legislative and best practice requirements and obligations.

CONCLUSION It is recommended that Council adopt the attached revised Sponsorship policy which reflects Council’s current approach to sponsorship.

ATTACHMENTS 1.

Sponsorship Policy - Feb 2016

RECOMMENDATION That it be recommended to Council that the amended Sponsorship Policy be adopted with immediate effect.

Author: Position:

Stuart Jones Marketing, Tourism and Recreation Manager

Endorsed By: Position:

ITEM 4.7

Shane Crawford Executive Manager Corporate, Community & Business Services

PAGE 54 Sponsorship Policy - Feb 2016

ATTACHMENT [1]

ITEM 4.7

PAGE 55 Sponsorship Policy - Feb 2016

ATTACHMENT [1]

ITEM 4.7

PAGE 56 Sponsorship Policy - Feb 2016

ATTACHMENT [1]

ITEM 4.7

PAGE 57 Sponsorship Policy - Feb 2016

ATTACHMENT [1]

ITEM 4.7

PAGE 58 Report to Community Services Committee meeting on 15 February 2016

4.8

MERSEY COMMUNITY ASSISTANCE

CARE

REQUEST

FOR

FINANCIAL

File: 13767 D405802

RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 4.6.3

Development of partnerships between all levels of government, the private and not for profit sectors that deliver innovative solutions to complex needs and issues in conjunction with the community

SUMMARY To consider a request for financial assistance from the Mersey Community Care Association.

BACKGROUND Mersey Community Care Association is a not-for-profit, community based organisation that has been providing services to the North West Coast municipalities of Devonport, Latrobe and Kentish for the past 44 years. During the past two years the organisation has expanded its services into the Central Coast Municipality. Prior to this the organisation had been providing Home Maintenance and Spring Cleaning services only. Today the organisation provides Transport, Home Maintenance, Spring Cleaning and Social Support Services to frail, older people, younger persons with a disability and their carer’s. To enable the organisation to deliver services to a current data base of 1690 clients, Mersey Community Care relies on the availability of 176 volunteers who complete all of the tasks and duties with the exception of the Spring Cleaning Service. Of 1690 clients and carer’s 1010 of these people reside in the Devonport municipality. In August 2015, Mersey Community Care completed renovations to their premises that include new toilets and disabled toilet facilities, a lift to cater for disabled access and additional office space. The renovations and extension will allow the Association to expand to cope with the expected increase in demand provision. The ageing vehicle fleet is creating significant cost increases due to the upkeep and maintenance required to ensure the vehicles remain in a safe and roadworthy condition, in accordance with the State Government Vehicle Accreditation Regulations. To ensure that the vehicle fleet can continue to be updated, the organisation will need to source alternative avenues by which to raise funds for vehicle replacement, hence the contact with Council to determine whether there is any financial assistance that can be provided to assist with these costs.

STATUTORY REQUIREMENTS Section 77 of the Local Government Act 1993 outlines Council’s requirements in regard to grants and benefits: (1)

A council may make a grant or provide a pecuniary benefit or a non-pecuniary benefit that is not a legal entitlement to any person, other than a councillor, for any purpose it considers appropriate. (1A) A benefit provided under subsection (1) may include – (a)

in-kind assistance; and ITEM 4.8

PAGE 59 Report to Community Services Committee meeting on 15 February 2016

(2)

(b)

fully or partially reduced fees, rates or charges; and

(c)

remission of rates or charges under Part 9.

The details of any grant made or benefit provided are to be included in the annual report of the council.

DISCUSSION Whilst attending a workshop with Council on 1 February 2016, Acting General Manager Kathryn Edmunds and President Ron Pankiv, provided background information to Aldermen including the following request: On Behalf of the Board of Directors, staff and volunteers from Mersey Community Care, I would like to thank you for the opportunity to present this information to you and I would sincerely ask the Devonport City Council to consider contributing an annual donation which would assist the organisation to replace at least one vehicle annually and continue to provide a safe work environment for our volunteers and a quality service for our clients and their careers. As part of the background information, it is clear that administrative and legislative changes through other tiers of government are leading to increased financial pressures for Mersey Community Care: The changes to the Home and Community Care Program, by both commonwealth and State Governments, are presenting many challenges to the Association including an increase in ‘red tape’ and many new compliance requirements that must be addressed. The association has remained committed to our objectives despite the uncertainty of continued funding beyond 2018. Due to many essential and specialist services being relocated to a central location in Tasmania, or to the major hospitals or cities, the demand for transport services will definitely increase. The State Governments Green Paper on Health (if adopted) will create a huge increase in the demand for affordable community transport. This will greatly impact on the Mersey Community Care Association Transport Service and will require additional funding and resources to cope with the increased demand. Unfortunately, the organisation has been informed that there is no growth funding to allow for the purchase and replacement of the vehicle fleet. In the past, vehicle depreciation and growth funding have ensured that the organisation can replace vehicles at approximately 80,000kms. However, the lack of ongoing growth funding has impacted greatly on the organisations ability to replace vehicles annually. The concerns raised appear valid, but it is questionable as to whether it then becomes a local government responsibility to provide support in cases where changes at a State and/or Federal level lead to financial constraints. Through the provision of a Financial Assistance Scheme, the Council supports projects, programs and activities developed for the benefit of Devonport’s residents and visitors. The scheme includes: 

Community Small Grants – provides up to $3,000 to non-profit organisations to deliver programs that enhance health and well-being, environmental sustainability, arts, culture and heritage, and sports and recreation. Includes activities to improve safety, undertake minor capital works, and purchase equipment.

ITEM 4.8

PAGE 60 Report to Community Services Committee meeting on 15 February 2016



Economic Development and Events Sponsorship – provides support for social, cultural, environmental, sport and recreational initiatives and events held in Devonport that attract locals and visitors creating commercial benefits for the City.



Rate Remissions – provides rate support for social, cultural, environmental, sport and recreational initiatives and events held in Devonport that attract locals and visitors creating commercial benefits for the City.



Small Sporting Grants - provides up to $3,000 towards one-off activities or projects, (such as equipment purchase, events, club development and minor infrastructure) being undertaken by non-profit sporting groups, sporting club associations or voluntary sporting associations within the City.



Donations - provides assistance to groups, organisations or individuals within the City who are not eligible for sponsorship under any other Financial Assistance Program.

The most applicable grant relating to the request from Mersey Community Care is the Community Small Grants scheme. In looking at the eligibility criteria for this grant, for equipment grants, applicants are required to contribute at least 50% towards the cost of the equipment. Recurrent (on-going) projects are not eligible nor are requests to support ongoing operational costs e.g. staff, salaries, administration, maintenance, insurance, rental or lease arrangements. It is unlikely that the request for an “annual donation which would assist the organisation to replace at least one vehicle annually” would meet the criteria of the Community Small Grants or any of the other grant programs. For information, as part of the 2015/16 Community Small Grants program, Mersey Community Care was provided with a $3,000 grant as a contribution towards construction of their new disabled toilet facilities. Council also provided the organisation with a rates remission of $1,910.73. In cases where Council may provide an annual contribution to an organisation, this is generally in the form of a Partnership Agreement, where the contribution is provided in exchange for a service or range to services being completed by the partner organisation. Given the nature of the Mersey Community Care services, this type of agreement is not suitable in this instance.

COMMUNITY ENGAGEMENT Community engagement has not been undertaken in relation to this report. A workshop was held with Alderman on 1 February 2016 attended by Mersey Community Care representatives, Acting General Manager, Kathryn Edmunds and President, Ron Pankiv. Details of Council’s grants program, including the application process, are available on Council’s website and advertised in July of each year.

FINANCIAL IMPLICATIONS The request for assistance from Mersey Community Care does not fit within Council’s Financial Assistance Scheme. Any donations or assistance provided would be outside Council’s adopted processes and is unbudgeted. There will no financial impact should the request be declined, or conversely, if it is supported there is the potential for an annual financial commitment to the value determined.

ITEM 4.8

PAGE 61 Report to Community Services Committee meeting on 15 February 2016

RISK IMPLICATIONS Council receives many requests for financial assistance from a wide range of individuals and organisations each year. In nearly all cases the arguments and reasons for seeking support are fully justifiable and deserving of support. Any request supported outside the standard financial assistance scheme may attract some criticism. Providing financial support in cases where other tiers of government should be providing it will continue to shift financial burden onto local government from the sphere of government which is actually responsible.

CONCLUSION The request for assistance from Mersey Community Care does not fit with Council’s Financial Assistance Scheme. Any donations or assistance provided would be outside Council’s adopted processes and would be unbudgeted. It appears that further support for their services should be provided by State and Federal Government.

ATTACHMENTS Nil

RECOMMENDATION That it be recommended to Council that in relation to the request from Mersey Community Care for financial assistance towards the purchase of a motor vehicle for the service that Council: 1.

decline the request on the basis that the programs offered by Mersey Community Care are clearly the responsibility of both the State and Federal Governments and a contribution from Council would be a clear case of ‘cost-shifting’;

write to the responsible Ministers in both the State and Federal Governments in support of Mersey Community Care’s plight with their ageing vehicle fleet.

Author: Position:

Shane Crawford Executive Manager Corporate, Community & Business Services

Endorsed By: Position:

ITEM 4.8

Paul West General Manager

PAGE 62 Report to Community Services Committee meeting on 15 February 2016

4.9

COMMUNITY SERVICES REPORT - FEBRUARY 2016 File: 29530 D403956

RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.4.1

Provide timely, efficient, consistent and quality services which are aligned with and meet our customers needs

SUMMARY This report provides a summary of the activities undertaken in the Community Services Department during the period from 1 December 2015 – 30 January 2016.

BACKGROUND This report is provided to the Community Services Committee every two months and aims to update the Aldermen and community on matters of interest. Community Development improves the ability of communities to collectively make better decisions about the use of resources such as infrastructure, labour and knowledge. A diverse range of strategies are employed by Council to deliver Community Development outcomes.

STATUTORY REQUIREMENTS Council is required to comply with the provision of the Local Government Act 1993 and other legislation. The function areas of Council covered in this report include:    

Community Development and Engagement Arts and Cultural Development Recreation and Sports Development Tourism, Marketing, Promotion and Events

DISCUSSION 1

COMMUNITY DEVELOPMENT

1.1

Participation Across Facilities/Council Run Events and Activities Levels of participation are a determinant of an inclusive, strong and robust community. Council monitors the level of participation to capture trends and demand for services, usage of existing services, opportunities to increase participation and customer satisfaction. The following table shows the activities delivered across Council facilities over the past two months. December 2015

Customers through the Door

Number of Participants

Program

Devonport Regional Gallery

2283

200

East Devonport Recreation Centre

1396

971

Devonport Recreation Centre

3400

1833

N/A

Visitor Information Centre

4647

Bass Strait Maritime Centre

677

N/A

Events (various)

ITEM 4.9

PAGE 63 Report to Community Services Committee meeting on 15 February 2016

Julie Burgess

N/A

TOTAL

12,483

3,004

TOTAL Previous Year 2014/15

11,957

10,059

January 2016

Customers through the Door

Devonport Regional Gallery

Program

2087

225

871

574

2752

1064

N/A

Visitor Information Centre

5231

Bass Strait Maritime Centre

1199

TOTAL

12,237

3,726

TOTAL Previous Year 2014/15

16,005

4,289

East Devonport Recreation Centre Devonport Recreation Centre Events (various)

Julie Burgess

1.2

Number of Participants

Splash Aquatic Centre Council contracts the operations of its Aquatic Centre to Belgravia Leisure. figures below are provided by Belgravia.

The

Year to date comparison Attendees

Jul

Aug

Sep

Oct

Nov

Dec

Dec‐14

YTD

Casual Entry

3,625

2,608

3,288

4,469

4,193

4,817

5533

23,000

Fitness Members

8,693

8,615

10,100

8,780

7,916

8,509

12,980

52,613

Learn to Swim

4,808

4,720

5,740

4,584

4,448

5,370

4416

29,670

Lane Hire

675

692

721

896

905

730

625

4,619

Bookings

343

402

396

415

2,392

4,212

1972

8,160

20,245

19,144

19,854

23,638

25526

118,062

Total

1.3

18,144 17,037

Council and Community Partnerships Council partners with a diverse range of community based organisations to achieve shared objectives. Existing partnership arrangements are included in the table below. Amount - If Applicable ($)

Details

End date and length of agreement

Carols by Candlelight

3 year Agreement. 30 June 2016

3,000 P/A

Choral Society

3 year Agreement. 30 June 2016

5,000 P/A

Devonport Brass Band

3 year Agreement. 30 June 2016

10,000 P/A

Devonport Community House

3 year Agreement. 30 June 2016

25,000 P/A

Eastern Shore Kommunity Kids Christmas Party

3 year Agreement. 30 June 2016

2,500 P/A

ITEM 4.9

PAGE 64 Report to Community Services Committee meeting on 15 February 2016

1.4

Lions of Devonport-Taste the Harvest; In kind staffing and design hours

1 year Agreement. 1 December 2015

National Trust of Australia – Home Hill operations

3 year Agreement. October 2018

28,000 P/A

Tasmanian Arboretum

3 year Agreement. 30 June 2016

33,000 P/A

Youth and Family Focus

5 year Agreement. 9 July 2018

Summer in the City The comprehensive “Summer in the City” program is currently delivering 73 free and low cost community activities and events over the 2015/2016 Summer period. The program is focused on delivering events and activities which support environmental, arts, culture and heritage, health and wellbeing, community connections and learning outcomes, maximising the use of Devonport’s cultural venues, beaches, parks, gardens, reserves and facilities. The program has received favourable feedback and has been well represented across age groups, socioeconomic levels and resident locations. The program aims to assist in engaging the visitors and residents in meaningful activities which assist in further transforming Devonport into a vibrant and engaged community and assist in rejuvenating the public space and encourages increased community participation in the area. Preparation is underway for an Autumn publication to be produced taking into account feedback provided relating to the Summer in the City program. It is intended to have this document prepared for release in late February.

1.5

Australia Day The Annual Australia Day Ceremony was held at the Devonport Entertainment & Convention Centre at 10 am on 26 January 2016. The program included entertainment by The City of Devonport Brass Band, Right on Cue Choir, the Citizenship Ceremony which welcomed eleven new citizens to Devonport and an address by the Devonport Australia Day Ambassador Alphonse Mulumba. The Australia Day Award presentation was followed by a morning tea with the nominees, new citizens and their invited guests. The Australia Day Awards were awarded as follows: 

Citizen of the Year which - Toni Muir



Young Citizen of the Year - Declan Vertigan; and



Community Event of the Year - White Ribbon “Walk the Talk”.

Toni Muir – Citizen of the Year

Community Event of the Year – White Ribbon “Walk the Talk”

ITEM 4.9

PAGE 65 Report to Community Services Committee meeting on 15 February 2016

1.6

Food Connection The Devonport Food Connection Project undertook a Community Survey across the municipal area collecting information across a number of health and wellbeing questions, and included questions to measure local food security after consultation with the Heart Foundation’s Healthy Food Access Tasmania Project Manager. Statistically, from a population of 24,651 with a confidence level of 95% (+-5) 378 responses were required to be statistically significant. The survey achieved 394 responses out of a total of 452 that can be confirmed as Devonport residents. The standard single item survey question to determine individual and household food security is “In the past 12 months, have you or anyone in your household run out of food and not had enough money to purchase more?” The prevalence of food insecurity amongst the Australian population is estimated at 5%. The Community Survey estimates Devonport food insecurity to be 15.3% This is with females reporting at 13.8% and males at 19%, with weighting of survey results based on sex, age and income levels. For ages 35-49, the highest response area and the only age range to have a reasonable statistical significance recorded 17.3% as the level of food insecurity. 77% of respondents that answered positively indicated affordability of foods is the primary indicator, far exceeding other factors. I don’t always have the type of foods I would like to eat because it is Not affordable

% of positive respondents 76.71%

The quality is not available

5.48%

It is difficult to get to shops

4.11%

The variety is not available

2.74%

Not Applicable

9.59%

Without weighting, 18.78% of respondents to the survey answered in the affirmative. Results also show a positive correlation and covariance between those that are food insecure and those that are negatively affected by mostly rental or mortgage payments, followed by the general cost of living and then residents working status. A positive correlation shows that those that answer that they are more affected, have missed meals more regularly, and the covariance shows that this pattern is reflected significantly in the answers to the survey. A full report on the entire community survey will be presented to the April Community Services meeting. 2

ARTS AND CULTURAL DEVELOPMENT

2.1

Devonport Regional Gallery (DRG) 2.1.1 Recent Activities and Events The Gallery has held the “40 Years of Collecting” exhibition, with Curators Ellie Ray and Emily Kennel presenting an evening wine and cheese tour and discussing highlights from each decade of collecting.

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PAGE 66 Report to Community Services Committee meeting on 15 February 2016

Installation week for ‘40 Years of Collecting, DCC Permanent Collection’

The final learning program for 2015 was 1,2,3… Create. The program is presented to children under the age of four and is facilitated by a qualified tutor. The program has seen participants expand their listening, observing and cognitive skills through music, play and visual art activities. The range of summer programs on offer over the past two months have attracted patrons from all over the North West region with many programs being fully booked. Popular programs included ‘Portal’ community photographic capture day and display, ‘My Word’ poetry workshop, ‘Summer Still Life Drawing’ and ‘Drawn In’ school holiday activities.

‘1,2,3…Create’ at the end of the final session for 2015

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PAGE 67 Report to Community Services Committee meeting on 15 February 2016

Drawn In school holiday program

Visitors listen to Emily Kennel at the Salon Tour

2.1.2 Volunteers As a way of showing our appreciation to the Devonport Regional Gallery volunteers, a thank you event was held at Meercroft Park. This month the gallery said goodbye to Belinda Holloway who has been volunteering at DRG for the past five years. 2.2

Bass Strait Maritime Centre 2.2.1 Recent Activities BSMC Coordinator attended and presented the Julie Burgess at the Maritime Museums Seminar held in Hobart in December. The seminar focussed primarily on historic boats and maritime conservation. It was facilitated by the Maritime Heritage Organisations of Tasmanian (MHOoT) with representatives from the Australian National Maritime Museum, the Australian Historic Vessels Register and the Australian Maritime Museums Council in attendance. TT Line representatives attended the centre to hand over the Sydney Cove paintings to the Devonport Lions Club. The paintings from the day sailings entertainment program have been on display at the Centre since July and will be used by the Lions Club to fundraise for a new bus for the Special Education School.

Planning for the first heritage walk “A Look at Rooke: a trip down memory lane” scheduled for 20 February, is well underway and the walk is fully booked. Information collected will be utilised for the National Trust Heritage Month in May. With a theme of “Discoveries and Rediscoveries” BSMC staff and volunteers are currently placing together a display about Torquay and Formby, a “Tale of Two Towns”. ITEM 4.9

PAGE 68 Report to Community Services Committee meeting on 15 February 2016

With success of the grant from Arts Tas for staff and volunteers to work with the roving curator in the development of a Disaster Preparedness Plan, an initial meeting was held in January with the Roving Curator to schedule actions and meetings for the coming months. Two tours from cruise ships arrived in Devonport during December/January with very favourable comments received. There has also been two enquiries received for bookings from new coach tour companies. Coach tours are difficult to break into however it appears that word is beginning to spread through the sector. BSMC assisted the Port Sorell History Group members with a loan of whaling implements from the collection for their Australia Day exhibition. A great opportunity to establish a working relationship with the group as there are common heritage themes, particularly with early settlement and the Griffiths shipbuilding families. A meeting was held with Ann Teasdale of Home Hill and two members from the Special Interest Group to discuss the centenary celebrations of Home Hill during 2016. The activities planned will be assessed for opportunities to work together. Installation of interpretation has been progressing during January and includes the “What’s in the Box” exhibition, the lantern caption, Drake dinghy, the Tide Clock and story of the Harbour Master’s House. 2.2.2 Julie Burgess The Julie Burgess has been busy with public sailings and charters. There were two sailings between Christmas and New Year which were well supported. It gave local community members the opportunity to offer visiting friends and relatives a unique experience on the Mersey River and out into Bass Strait. Two twilight sailings have been scheduled for February. The ketch was slipped end January for routine careening, hull and mast inspection. The hull was re-coated with anti-fouling and the masts re-coated with timber seal. Crew have been issued with new shirts and hats which comply with Council’s Sun Policy. The Julie Burgess Operations Committee have been amending the Operations Manual and copies of the updated manual will be available for crew midFebruary. 3

RECREATION AND SPORTS DEVELOPMENT

3.1

Sports Marketing Australia (SMA) Program No SMA events were held in December or January. Sporting events for 2016 that have been confirmed by state and national sporting bodies are; 

National under 13 Soccer Carnival 4-7 March;



Basketball TAS Pre-Season Tournament 19-20 March;



National Junior Squash Championships 24-28 March;



Basketball TAS College Championships and High School Invitational 28-29 May;



Tasmanian Open Squash Championships 7-10 July;



Basketball TAS Under 12 State Championships 27-28 August ITEM 4.9

PAGE 69 Report to Community Services Committee meeting on 15 February 2016

3.1.1 Other events  Devonport Christmas Carnival was held on 29-30 December 2015; 3.2 Recreation Centres During the month of December, there were 117 bookings received for the Devonport Recreation Centre (DRC). The East Devonport Recreation and Function Centre (EDR&FC) received 35 bookings. During the month of January, there were 108 bookings received for the Devonport Recreation Centre (DRC). The East Devonport Recreation and Function Centre (EDR&FC) received 9 bookings. The low number of bookings in December and January are due to the closure of both centres from mid-December to late January for annual floor maintenance work.

3.3



Table Tennis Building – reopened 17 January 2016;



Youth Centre – reopened 17 January 2016;



DRC Stadium – reopened 27 January 2016;



EDRC Stadium – reopened – 31 January 2016;



EDRC Community Rooms – reopened 8 January 2016.

Sports Grounds There were in total 9 sports ground bookings and 6 parks/reserves bookings for the month of December, see table 1 below; Table 1 Sports Grounds and Reserves Bookings December 2015 Reserves – Lighthouse Reserve 3, Bluff Foreshore 2 and Coles Beach Reserve 1 Byard Park Devonport Oval Don Rec Ground Girdlestone Park Maidstone Park Meercroft Park & Eugene Total

6 4 1 0 2 0 2 15

There were in total 8 sports ground bookings and 4 parks/reserves bookings for the month of January, see table 2 below; Table 2 Sports Grounds and Reserves Bookings January 2016 Reserves – Lighthouse Reserve 2, Bluff Foreshore 1 and Don Reserve 1 Byard Park Devonport Oval Don Rec Ground Girdlestone Park Maidstone Park Meercroft Park & Eugene Total ITEM 4.9

4 3 1 0 3 0 1 12

PAGE 70 Report to Community Services Committee meeting on 15 February 2016

3.4

Health & Wellbeing Programs – Recreation Officer 3.4.1 Devonport Walks Devonport Walks are run twice a week on Tuesday & Thursday between 12:15 – 12:45pm. This group is open to all staff & members of the public. Staff uptake has been consistent with 4-8 staff attending. Currently looking to target more members of the public with people coming back from holidays and settling back into work routine. 3.4.2 Canning Drive Bootcamp As part of the ‘Summer in the City’ program Canning Drive Bootcamp has been run twice a week on Mondays and Wednesday for four weeks. This program targets the disadvantaged/at risk youth, who come from a low socio economic area and would not normally have access to a trainer, fitness gear and a structured program. The Session includes fitness and games followed by fruit and water for the children. The uptake has been great with a consistent 10-15 children at each session. 3.4.3 Devonport City Council Staff Health and Fitness Bootcamp Currently running a 6 week program for all DCC staff members. Sessions are currently held on Monday afternoons and Wednesday mornings (out of work hours). These sessions include exercises such as boxing, bodyweight exercises, abdominal work, cardio work and stretching. Staff uptake has been great (15 at our first session) and feedback has been extremely positive. 3.4.4 ‘Babes in Arms’ Funding has been secured to run a program from the East Devonport Child & Family Centre. The target audience is mothers with young children, 0-5 years of age. The programme will be start on 10th February, with one session a week for eight weeks. The Program is to be based around exercises mothers can do with their young children, plus bodyweight exercises, boxing and abdominal work. 3.4.5 School Holidays Program Currently developing a school holidays programme for Term 1 School holidays. The program will include sports (basketball, futsal, badminton etc) as well as other activities such as aquatic centre, Mole Creek caves & Tasmazia to cater for different children’s interests.

TOURISM, MARKETING AND PROMOTION

4.1

Tourism 4.1.1 Tourism Development Strategy The Tourism Development Strategy 2009-2019 has a total of 109 actions/ recommendations of which 50 have been completed or are in progress. The recommendations include categories of:    

Activities and Attractions - Getting to and around Devonport; Creating a Devonport Identity; Quality of Experience; and Management and Resourcing.

Council officers will continue to work with industry, Tourism operators and peak bodies in the progression of the strategy recommendations. ITEM 4.9

PAGE 71 Report to Community Services Committee meeting on 15 February 2016

Devonport has also been recognised as one of the top ten local travel destinations for Australians in a list compiled by Flight Centre. The article in Travel Weekly published 27 January 2016, ranked Devonport at no.4, behind Fremantle, Hayman Island and Ballina. 4.1.2

Cradle Coast Tourism Executive The CCTE committee met Thursday 28 January 2016. Agenda items included reports and discussion on:     

Regional Web Asset review and presentation by Polly McGee CCA Regional Websites upgrades / enhancement TT Line Video promotion update King island Promotional opportunity Tourism Employment plan

4.2 Marketing and Events 4.2.1 Events 4.2.1.1 Devonport Food and Wine Festival The Devonport Food and Wine Festival program will be released in midFebruary for the annual event. The Ambassador for this year is prestigious Melbourne chef and restauranteur, Scott Pickett. At 18 Scott secured gold and was named “the one to watch” at Australia’s largest culinary competition and since then that is exactly what he has been. Working with esteemed professionals in some of Australia’s best restaurants and Michelin starred establishments abroad, Scott has amassed a wealth of experience. Chef Pickett will be featured at an Ambassador’s Dinner and in cooking demonstrations for the public and the hospitality industry. The festival faces a few challenges this year with a proliferation of major external events throughout March, both within the municipality and in neighbouring communities. An early Easter break in 2016 has also affected the take-up of opportunities from potential venues. DFWF booklet is underway, to be printed by 5th February 4.2.1.2 Taste the Harvest The Taste the Harvest Committee have undergone several changes in the past 12 months and have a number of new members, including a new Chairperson. Marketing & Events staff have had several meetings regarding the upcoming Taste the Harvest event. The event has had difficulty attracting vendors this year due to the number of competing events in the region and some dissatisfaction with the 2015 Taste the Harvest event. Council have some concerns about the success of the event given the low vendor numbers and have voiced these concerns to the Taste the Harvest Committee. Council staff have also been assisting by contacting vendors in our database and offering the Committee feedback and ideas on how to boost vendor numbers and patronage.

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4.2.1.3 Hawthorn Visit Members of the Hawthorn Football Club will be visiting Devonport in February. Marketing and Events are working with Hawks management to develop a meet and greet opportunity for the community. 4.2.1.4 External Applications Sixteen applications were received for external events. These applications included events to be held from December to March.

COMMUNITY ENGAGEMENT The information provided above details all community engagement.

FINANCIAL IMPLICATIONS Any financial or budgetary implication related to matters discussed in this report will be separately reported to Council. There is not expected to be any impact on the Councilâ&#x20AC;&#x2122;s operating budget as a result of this recommendation.

RISK IMPLICATIONS There are no risk implications which relate to this report.

CONCLUSION This report is provided for information purposes only and to allow Council and the Community to be updated on matters of interest.

ATTACHMENTS Nil

RECOMMENDATION That it be recommended to Council that the Community Services report be received and noted.

Author: Position:

Nikita Hillier Corporate & Business Administration Officer

Endorsed By: Position:

ITEM 4.9

Shane Crawford Executive Manager Corporate, Community & Business Services

PAGE 73 Community Services Committee meeting Agenda 15 February 2016

5.0

CLOSED SESSION

RECOMMENDATION That in accordance with Regulation 15 of the Local Government (Meeting Procedures) Regulations 2015, the following be dealt with in Closed Session.

Item No

Matter

Local Government (Meeting Procedures) Regulations 2015 Reference

5.1

Bass Strait Maritime Centre Cafe Lease

15(2)(b)

OUT OF CLOSED SESSION RECOMMENDATION

That the Committee move out of Closed Session.

6.0

CLOSURE

There being no further business the Mayor declared the meeting closed at <insert time> pm.